# AI Notetaker

## Capture meetings effortlessly with Motion's AI Notetaker

AI Notetaker joins your online meetings (Google Meet, Zoom, Microsoft Teams) to silently transcribe, summarize, and extract key action items — then delivers everything you need without stealing a minute of your focus. Think of it as your silent assistant who never misses a detail.

### At a glance

* **What it is:** Motion’s built-in meeting companion that joins video calls to transcribe, summarize, and capture tasks.
* **Why it matters:** Saves you from note-taking and post-meeting admin; so you can focus on what matters most in the meeting.
* **Supported platforms:** Google Meet, Zoom, Microsoft Teams.
* **Core outcomes:** Auto-generated meeting summary, action item tasks with one-click approval, full transcript, video recording and the list of attendees, internal and external to Motion team

### What you’ll learn

A high-level overview of the skills you’ll gain by the end of this tutorial. This tutorial walks you through how to:

1. Set up and enable AI Notetaker for your meetings.
2. Understand how it joins calls, captures content, and what’s captured.
3. Review summaries and approve or reject action items.
4. Share notes and enable automatic recap emails.

### Quickstart

A fast, step-by-step checklist to get AI Notetaker running right away.

1. **Enable AI Notetaker** → Go to **Settings > Conference settings** and turn it on.
2. **Schedule a main calendar meeting** → Make sure your event has a valid Meet, Zoom, or Teams link.
3. **Join as usual** → The AI Notetaker will automatically ask to join your meeting once it starts, but it must be admitted from the waiting room
4. **Check your notes** → After the call, open the **AI Meeting Notes** tab to review the summary, transcript, and action items.
5. **Share with your team** → Send a recap emails when enabled.
6. **Name customization** → Customize your AI Notetaker's name

***

## **Detailed steps**

In-depth instructions that expand on each "what you'll learn" topic. 

### Set up and enable Notetaker

<details>

<summary>Set up and enable Notetaker</summary>

Before AI Notetaker can capture your meetings, you’ll need to enable it in your settings.

1. Go to **Settings → Conference Settings**.
2. **Choose your default conferencing method** (Google Meet, Zoom, or Teams).
3. Under **AI Notetaker**, toggle on (only available when you select a conference method):
4. *“Turn on AI Notetaker for all meetings with Conferencing”* — ensures Notetaker joins automatically.
5. *“Automatically email external attendees with meeting notes when the meeting ends”* (optional).

Once enabled, AI Notetaker will be ready to auto-join your calls whenever a supported conferencing method (Zoom, Google Meet, or Microsoft Teams) is included in your calendar event. Note that it will **only join meetings scheduled on your main calendar;** secondary or shared calendars are not supported.

</details>

{% @supademo/embed demoId="cmkmppj2j1zyr12fi5rtgbtza" url="<https://app.supademo.com/demo/cmkmppj2j1zyr12fi5rtgbtza>" %}

### Joining and recording

<details>

<summary>How AI Notetaker joins and records</summary>

Here’s what to expect once AI Notetaker is turned on:

1. **Joining the meeting**
   1. AI Notetaker requests to join when your meeting starts
   2. As the host, you (or another participant with permissions) must **admit the Notetaker** into the call.
   3. It appears in the participant list as **“\[your team or account name] AI Notetaker,”** so everyone knows it’s present.
2. **What gets captured**
   1. **Included**: meeting details (date and time of the meeting), live transcript, AI-generated summary, detected action items, the full audio/video recording and meeting attendees.&#x20;
   2. **Not included**: In meeting chats, reactions, or interactions within breakout rooms.
3. **Recording & transcript basics**
   1. The transcript is generated directly from the live conversation and is available at the bottom of the meeting notes recap document.&#x20;
   2. If recording is enabled, you can replay the call afterward.
4. **Summaries and action items** are available immediately after the meeting ends.

{% hint style="info" %}
👉 **Key takeaway:** AI Notetaker won’t slip in silently — you stay in control by admitting it, and once inside, it reliably captures and organizes your meeting. If you remove the bot, it will not join back automatically. You can go back to your Motion event and re-add the Notetaker.
{% endhint %}

</details>

{% @supademo/embed demoId="cmfli0vj9fdn639ozsjvyf082" url="<https://app.supademo.com/demo/cmfli0vj9fdn639ozsjvyf082>" %}

### Review AI meeting notes

<details>

<summary>Review Your AI Meeting Notes</summary>

After your meeting ends, everything is neatly organized inside the **AI Meeting Notes** tab in your sidebar.

1. **Open AI Meeting Notes**
   1. From the left-hand sidebar, click **AI Meeting Notes**.
   2. You’ll see tabs for **My Calls, Shared with me, All Calls, and My Future Calls**. (*see* [*here*](https://www.usemotion.com/help/knowledge-management/ai-notetaker/reference-ai-notetaker) *for permission details*)
      1. **My Calls** → Meetings you hosted or attended.
      2. **Shared with me** → Notes shared directly with you by teammates.
      3. **All Calls** → Everything captured by your team’s AI Notetaker (for team plans).
      4. **Future** → Upcoming meetings with AI Notetaker scheduled.
2. **Sort, group, and filter**
   1. Organize notes by date, attendees, or meeting title.
   2. Filters make it easy to track key projects or recurring calls.
3. **Navigate to a specific meeting**
   1. Select the meeting you want to review.
   2. You’ll see at a glance: meeting title, host, scheduled time, and the current status of action items.
4. **Explore the captured content**\
   Inside the meeting note you’ll find:
   1. **Recording:** replay the full call.
   2. **Attendees:** see who joined, including internal and external guests.
   3. **Meeting Summary:** concise highlights of what was discussed.
   4. **Action Items:** suggested tasks, ready for approval. Only people within the workspace can approve the suggested tasks.&#x20;
   5. **Notes:** any additional context or highlights.
   6. **Transcript:** the full text of what was said found at the bottom of your meeting notes document as a link.&#x20;
5. **Approve or reject action items**
   1. Review AI-captured tasks.
   2. Edit task details on the spot (task title, workspace/project, duration, due date, and assignee)
   3. Approve or reject them to keep your task list clean and accurate.

{% hint style="info" %}
:bulb:**Pro tip**: If your meeting was spoken in another language, you can use AI chat to translate the document into a supported language.&#x20;
{% endhint %}

</details>

{% hint style="success" %}
✅ **Key Tip** AI Notetaker doesn’t just capture what was said — it organizes it so you can take action immediately. Summaries help you recall the key points, and approved action items flow directly into Motion tasks.
{% endhint %}

#### What Happens to Action Items from AI Notetaker

After a meeting ends, Motion’s AI Notetaker identifies action items mentioned during the conversation and suggests them as tasks. You stay in control. Each suggested task can be reviewed, edited, approved, or reject.

Motion provides suggested task parameters, which you can edit before or after approving the task. Once approved, the task is created and **automatically scheduled on your calendar**.

If the task details change later, Motion will reschedule it like any other task.

**Why this matters**

Meetings often generate follow-ups that never make it onto a realistic plan. AI Notetaker closes that gap by turning decisions into scheduled work, so meeting outcomes are immediately reflected in your day without extra planning.

{% @supademo/embed demoId="cmkmq8m7p219d12fie7p16e1a" url="<https://app.supademo.com/demo/cmkmq8m7p219d12fie7p16e1a>" %}

### Enable AI Notetaker for specific meetings

<details>

<summary>Enable AI Notetaker for a specific meeting</summary>

Even if you’ve set a default in Conference settings, you can **choose whether Notetaker** **joins each individual meeting**.

When creating or editing an event:

1. In the **Event details window**, look for the **AI Notetaker** section (above the **Event Details**)
2. Toggle on:
   1. **Add Notetaker to meeting when it starts** – ensures AI Notetaker auto-joins.
   2. **Send meeting recap email to all meeting attendees** (optional).
3. Add your meeting link, guests, and other event details as usual.
4. Click **Create event** to save.

👉 This per-meeting toggle overrides the defaults you set in Conference settings.

</details>

{% @supademo/embed demoId="cmkmqukjx22jm12firw0ewrze" url="<https://app.supademo.com/demo/cmkmqukjx22jm12firw0ewrze>" %}

### Troubleshooting AI Note in AI Chat

<details>

<summary>How to enable notes link in AI Chat</summary>

If the transcript link in AI Chat doesn’t open when you click it, the issue is caused by a Google Calendar permission. AI Chat pulls its transcript from your meeting notes, and access to those notes depends on the setting **“Allow all calendar editors to see recordings for that calendar's events.”**

To adjust this:

1. Open **Google Calendar**.
2. Go to **Settings**.
3. Select **Conference settings**.
4. Toggle **“Allow all calendar editors to see recordings for that calendar's events”** on or off.

When this setting is **off**, transcript links inside AI Chat will not open.\
When it is **on**, the transcript becomes clickable because the permission extends to the meeting notes AI Chat uses as its source.

</details>

{% @supademo/embed demoId="cmkmr3opw22zo12fiz70x2q7h" url="<https://app.supademo.com/demo/cmkmr3opw22zo12fiz70x2q7h>" %}

### **Renaming the AI Notetaker**

By default, AI Notetaker appears in your meetings as **"\[Your Team Name]'s AI Notetaker."** If you'd like to customize this name to better reflect your team's identity or preferences, you can easily change it through your Motion team settings.

<details>

<summary>How to Rename Your AI Notetaker</summary>

1. Go to Motion settings by clicking the **⚙️** icon in the top left corner of your screen.
2. Click on **Team settings**.
3. Click on the **Details** tab.
4. Edit the name of your team in the text bar. Changes will be automatically saved.

Once updated, your AI Notetaker will appear in meetings with the new team name. For example, if you rename your team to "Marketing Squad," the Notetaker will appear as **"Marketing Squad's AI Notetaker."**

</details>

{% hint style="info" %}
💡 **Pro tip:** Keep your team name clear and professional, as it will be visible to all meeting attendees when the AI Notetaker joins the call.
{% endhint %}

### **Understanding AI Notetaker Settings**

To get the most out of AI Notetaker, it's helpful to understand what each toggle in Conference Settings does and how they work together.

<details>

<summary>Turn on AI Notetaker for all meetings with Conferencing</summary>

**What it does:**

* **When ON:** AI Notetaker auto-joins all future meetings with conferencing links (Zoom, Google Meet, or Microsoft Teams). You can still manually disable it for individual meetings if needed.
* **When OFF:** AI Notetaker won't join automatically, but you can enable it per meeting when creating or editing an event.

**For team plans:** If any team member has this setting enabled for a meeting, AI Notetaker will join from their end, even if other team members have it disabled.

</details>

<details>

<summary>Automatically email external attendees with meeting notes when the meeting ends</summary>

**What it does:** When enabled, a meeting summary recap email is automatically sent to external attendees (those not on your Motion team plan) after the meeting ends.

* **Team-wide behavior:** If any team member attending the meeting has this option enabled, the recap email goes to all external attendees.
* **Default recipients:** Team members on your Motion plan always receive the recap email by default

</details>

<details>

<summary>Allow all calendar editors to see recordings for that calendar's events</summary>

**What it does:** Grants users with **owner** or **editor** roles on a specific calendar access to meeting notes, recordings, and transcripts, even if they weren't invited to the meeting.

* **Scope:** This setting is per-calendar, not organization-wide.
* **Team-wide impact:** When a team admin enables this, all team members (including other admins) gain or lose this access for that calendar. This setting can only be changed by a Motion team admin,
* **Permission levels:** Only calendar editors (users with direct **owner** or **editor** access in Google Calendar) can see notes from uninvited meetings. Regular team members cannot.

**Important:** This setting also affects Motion's **AI Chat** feature. If this setting is disabled, transcript links within AI Chat threads will not be clickable, even if you have access to the meeting notes themselves. This is because AI Chat sources transcripts directly from meeting notes, so the same permission settings apply.

{% hint style="success" %}
💡 **Pro tip:** These settings work together to give you flexibility. Set your defaults in Conference Settings for convenience, then fine-tune individual meetings as needed.
{% endhint %}

</details>